Transitioning to Office 2010 from Office 2007

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1 Transitioning to Office 2010 from Office 2007 Office of Information Technology West Virginia University Help Desk: (304) , Notes from the Trainer This document was collated from a variety of Internet resources (see references) and personal experience. I have not yet had an opportunity to test all items and new features such as PowerPoint video. Hopefully this alerts you to the changes, both large and small, that you need to know about as you transition to the new version. The good news is that it is not a big change like switching from version 2003 to Most people can jump right in and use Office 2010 as they used the 2007 versions. The workshop will focus on Word, Excel, and PowerPoint. Copyright 2011 West Virginia University

2 Table of Contents _ Quickly Apparent Visible Differences... 3 Customize Ribbon... 4 What is the Same?... 4 Saving and Printing... 7 Getting to Network Drives... 7 Saving... 8 PDF... 8 Improved Print Dialog... 9 Graphics and Video Screen Clipping Picture Layout Video Excel Sparklines Crop Tool Miscellaneous Changes and New Features OneNote Word AutoSummary now Summary Information Translation Other Excel Changes References: WVU Office of Information Technology

3 Quickly Apparent Visible Differences Office Button replaced by File tab (Microsoft call this the Backstage) Office Button items + Info and Help commands; recently used documents under Recent Pinned documents will be at the top of Recent Documents. New feature is a list of Recent Places You can add a button to your Quick Access Toolbar to get to this same screen. Default color scheme is silver, not blue (still only 3 schemes to choose from: silver, blue, black) The black color scheme is not as attractive as it was in Office 2007 very dark: Microsoft Office

4 Customize Ribbon Create a custom tab; add and remove commands on any tab; rearrange order of tabs: File > Options > Customize Ribbon To get a Developer tab: File > Options > Customize Ribbon and check on box next to Developer You can export your Ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a coworker or on another computer. From Word Help file What is the Same? File formats are the same - The default file format has not changed in Microsoft Office The XML-based file format introduced in the 2007 Microsoft Office system continues to be used. Most of the ribbons appear to be very similar to what is in Office Word 2007 Home tab Word 2010 Home tab 4 WVU Office of Information Technology

5 Insert tab: new Screenshot command; Embed Video is now Embed Flash (Acrobat X users only) Page Layout: Text Wrapping is now Wrap Text; Selection Pane item added References: no change from Office Mailings: Merge to Adobe PDF only available if using Adobe Acrobat X Review tab: Translate and Set Language moved to Language group; Balloons gone; Protect group commands changed Microsoft Office

6 View tab: Document Map and Thumbnails replaced by Navigation Pane in Developer tab: Add-Ins group added in Excel 2010 Select Tabs Home: no change other than Paste Preview feature under Paste command Insert: Screenshot, Sparklines, Slicer, Equation are new commands Page Layout Formulas Data 6 WVU Office of Information Technology

7 Size dialog Word 2007 Size dialog in Word 2010 Size dialog box options are in different locations in the dialog than in 2007 Saving and Printing Getting to Network Drives for XP Users In 2010: File > Save As, the save in drop down menu does not include your network drives. You now have to click on My Computer to be able to save a document on a different drive. Microsoft Office

8 Saving Equations from Equation Editor: If you save a document in Word format, equations will be converted to images that you cannot edit. However, if you later convert the document to Word 2010 file format and no changes have been made to the equation images in an earlier version, the equations will become text again and you will be able to change them. Rich Text Format: The RTF file format is no longer enhanced to include new features and functionality. Features and functionality that are new to Word 2010 and future versions of Word are lost when they are saved in RTF. Convert command now in a different location: File tab > Info (it will not appear if 2007/2010.docx file) Click on Convert button PDF The PDF writer is now built-in from the start you don t have to download and install a separate plug-in from microsoft.com to be able to create PDF files. The PDFMaker macro from Adobe Acrobat (version 9 or earlier) will not work in Office 2010 (the Acrobat tab). Work-around: print to the Adobe PDF printer or use the built-in PDF writer File > Save As command and choose PDF as the file type. If you upgrade your copy of Acrobat to version X (pronounced ten ), your Acrobat tab will work again and you will be able to Create PDF as you did with Office 2007 & Acrobat version 8 or 9. 8 WVU Office of Information Technology

9 Improved Print Dialog File > Print or Ctrl P: print preview and page layout options are available. You can zoom the print preview and move from page to page. Click on any tab or press Esc key to leave print preview. Do not click on the X in the upper right corner or the word Exit or you will leave Word and have to start it up again. Choose a Printer from the drop down list. Your default printer will be displayed when you first start Word; otherwise it will be the printer you most recently printed to. Click on the Printer Properties link to modify printer characteristics (used a lot for printing to PDF). Click on the Page Setup link to change margins, orientation, etc. using the familiar dialog. Click on the big square Print button near the top to send your document to the printer. Microsoft Office

10 Graphics and Video SmartArt improved over 2007 version, dozens of new SmartArt diagrams Word: When you save a document that contains SmartArt graphics in Word format, the graphics will be converted to static images. You will be unable to change text inside a graphic, change its layout, or change its general appearance. If you later convert the document back to Word 2010 format and no changes have been made to the images in an earlier version of Word, the graphic will be changed back to a SmartArt object. Size, Bring Forward/Backward, Crop, & Rotate tools when right click on an image 10 WVU Office of Information Technology

11 Photo editing: enhanced picture formatting tools (e.g. saturation, artistic effects, background removal) Picture Tools > Format then Remove Background -or- Corrections -or- Color -or- Artistic Effects In PowerPoint when pasting copied objects, guidelines appear to help you line up objects relative to other objects already on the slide Microsoft Office

12 Screen Clipping New screen clipping utility will insert a picture of any program that is not minimized to the taskbar. Insert > Screenshot > Screen Clipping (or choose a window) Picture Layout SmartArt graphics as a way to layout inserted images and adjacent text. I have done this selecting multiple pictures in Word & PowerPoint it works a little differently in Excel. Picture Tools > Format > Picture Layout option during after 12 WVU Office of Information Technology

13 Video PowerPoint: video editing - can trim, add fades and bookmark points PowerPoint supports a much wider range of video formats than the previous version did, including Flash and MPEG-4, while the codecs are built-in so you can play them in your presentation. You can embed streaming videos from YouTube and other file sharing sites. PowerPoint to video such as for YouTube save as Windows Media File PowerPoint: broadcast a presentation over the internet Excel Sparklines Sparklines are miniature charts that you can put into a cell if you have a big table of figures. Rather than making a chart that covers all the figures that sits somewhere else on the worksheet, you can put a bar chart or a trend line into the last row or column of the table Crop Tool The Crop tool is still on the Picture Tools Format ribbon and you still drag and drop the dark lines on the edges or corners. However, cropping looks different while you are doing it. You will see a dark shadow over the outer edges that you are cropping off. The cropping tool doesn t stay active as you switch from image to image. You must select it again for each image. New crop feature: crop to shape Microsoft Office

14 New crop feature: crop to aspect ratio This example: portrait 3:5 Miscellaneous Changes and New Features Ribbon interface is now present in Outlook, OneNote, and Publisher products (in addition to Access, Excel, PowerPoint, Project, Visio, Word). New templates and layouts are now available. Office 2010 now fully supports 64-bit operating systems Paste Preview - live preview before you commit to Paste (this could lead to reduced use of undo) Word: new Navigation Pane replaces the Document map: Headings, Pages, Search Results 14 WVU Office of Information Technology

15 New in Access 2010: it ships with the following new features: web based databases, Application parts, Quick start fields, conditional formatting and Navigation form controls. Works cannot serve as mail merge source: You cannot perform a mail merge in Microsoft Word 2010 or Microsoft Publisher 2010 by using a Microsoft Works database for the data source. Word: Search Libraries button is removed from the Insert Citations menu (on the References Tab). OneNote Improved searching, more ways to organize tabs, new quickfile option, added several features for sharing notebooks Smart tags - Text is no longer automatically recognized by a smart tag recognizer and will no longer display a purple dotted underline. Instead, users will be able to trigger recognition and view custom actions associated with text by selecting the text and clicking the Additional actions on the context menu. Word AutoSummary now Summary Information In older versions of Word, the AutoSummary tool is where you could enter the Title, Subject, Author, Keywords, and Comments. In Word 2003, it was under the Tools menu. In Word 2007 & 2010, you have to manually add the tool to your QuickAccess toolbar. In Word 2010, the AutoSummary tool has been renamed to Summary Information. You can also get to this from the Developer tab: Document Panel click OK; click on Document Properties in upper left corner > choose Advanced Properties > click on Summary tab. You will be able to view your document s properties under File > Info. Microsoft Office

16 Translation Office translation tool is handy for getting the gist of documents or checking phrases in foreign languages. You can send a whole document for translation in the browser, translate a selection in the research pane, or use the new Mini-Translator for text that is right inside the document. The tools are on the Review tab in Word, PowerPoint, and Excel (only Word has all three tools). Pick a language and select a word or phrase to get a translation (for individual words, you get the whole dictionary entry, including grammar tips and related words). Office can now handle a wide range of languages, including right-to-left writing. Example: Pick a language and select a word or phrase to get a translation en français: Choisissez une langue, puis sélectionnez un mot ou une phrase pour obtenir une traduction Other Excel Changes Slicers feature, for filtering pivot tables on the fly, makes it easier to split PivotTables and PivotCharts up so that you can compare different views of the information on the same worksheet A new PowerPivot add-in is available for Excel PowerPivot allows you analyze large volumes of data from a SQL Server database. New filter search References: word lynda.com: Access 2010 New Features, Excel 2010 New Features, PowerPoint 2010 New Features, Word 2010 New Features Microsoft online training: 10284: What's New in Microsoft Office 2010, 10282: What's New in Microsoft PowerPoint 2010, 10283: What's New in Microsoft Excel WVU Office of Information Technology

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